Quick Quotes vs. Quality Trips: A Teacher’s Checklist

You’ve got an overseas trip to plan. You need three quotes. You have zero time and PPA is over for today.

The quickest quote is tempting — and the price looks good too — but do you really know what you’re getting? More importantly, do you know what you’re not getting?

Here are a few key questions to help you avoid the pitfalls of convenience when organising a school trip.

✔ Is your accommodation guaranteed?

Does the quote specify where you’ll be staying? It might take longer for your provider to confirm specific reservations, but knowing your group’s accommodation is secure adds real peace of mind — and may save time and cost down the line.

We’ve heard from teachers that some quotes don’t confirm accommodation until just five weeks before departure. If that works for your risk assessment and planning schedule, great. But if you need to share firm details with SLT for approval, or with parents before sign-up, you’ll need those details earlier in the process.

✔ Does the travel price include duty?

Air passenger duty is unavoidable but transparency on the real cost is not. Flight prices fluctuate and cannot always be found at the time of the quote so estimates are given. However, some travel providers don't include duty - instead suggest in the small print to budget for an additional £50-100 to cover this at a later.

Duty fees add around £13 per student for a European flight but as much as £90 on flights to New York - quite a lot extra for your parents to find. It's definitely worth a double check of those flight prices in your quote. We take the time to find live prices whenever possible and if we have to estimate and the price goes up, we won't charge extra.

✔ Are you covered with overseas insurance?

Some school's insurance or RPA may include cover for overseas trips, but many don't. Check with your school admin team to confirm what level of protection you have before agreeing to a quote without insurance.

Comprehensive cover is essential for medical emergencies, lost luggage, or cancellations. School travel providers, such as Voyager, include this as standard, but not all do. If it’s not included, and your school's existing policy lacks adequate coverage, expect the per-student cost to rise.

✔ What’s actually on the itinerary?

Are all your desired excursions, activities, and meals included in the proposed itinerary — and fully costed?

Many local activity suppliers require schools to pay on the day for extras so you will need to factor these in to your budget. Make sure your meal plan aligns with your activity schedule and travel timings and review the quote carefully for any additional or excluded costs, such as:

• Accommodation damage deposits
• Visa or ETIAS fees (if applicable)
• Local tourist taxes

✔ Is there added educational value?

It's true that all experiences are opportunities for learning, however some are more curriculum-aligned than others. Some trips and destinations offer added educational value with immersive activities - for example, the inclusion of a local language instructor might add a small per person cost but the educational outcomes are unparalleled.

Look out for similar added benefits such as workbooks and related learning resources, onsite activities (which are often free) and opportunities to stop en-route, not only to break up a long journey, but to visit great museum or landmark and squeeze in more value to the trip.  Your tour expert should be able to suggest some interesting ways to increase the learning - ask and check these are included in your itinerary.

✔ Is the trip financially protected?

This should go without saying: your travel provider must offer financial protection to secure parents’ payments.

Look for ABTA, ATOL, and ABTOT — these bodies provide financial protection and should be clearly stated by your provider.

National OEAP Guidance also suggests you check for:

• School Travel Forum membership – assurance of audited, robust safety management systems
• LOtC Quality Badge – recognition that your trip has been externally accredited, saving you checks and paperwork

In Summary: Read the small print

It does sound obvious but we have had teachers come to us unhappy with their previous travel partner because of the unknown costs they had to factor in to get the trip they want.

The cheapest and quickest quote may look appealing, but that doesn’t always translate to long-term value or trip quality. Take time to review the details and ask the right questions — your students, parents, and SLT will thank you for it.

Here at Voyager, we strive to fully understand your trip needs before offering a quote.  We find and reserve accommodation options and are upfront and clear about any extra costs that might be incurred on your trip. This may take a bit longer initially, but offers more value in the long term. 

Extra resources to support your planning

• Download the Trip Planning Toolkit – A one-stop resource with a customisable timeline, step-by-step guide, templates, tips, and useful links
• Learn about travel accreditations and how to choose a reputable school travel provider
• Understand our Customer Quote Commitment – full transparency and no last-minute surprises
• Use our School Trip Booking Guide to simplify the process

Still not sure? Give us a call on 01273 827327 — we’re happy to help with any questions you have.